{"id":70683,"date":"2022-01-12T09:00:10","date_gmt":"2022-01-12T09:00:10","guid":{"rendered":"https:\/\/www.bullhorn.com\/uk\/?post_type=customer_blog&p=70683"},"modified":"2022-01-12T14:20:09","modified_gmt":"2022-01-12T14:20:09","slug":"support-tip-keeping-your-database-clean","status":"publish","type":"customer_blog","link":"https:\/\/www.bullhorn.com\/uk\/customer-blog\/support-tip-keeping-your-database-clean\/","title":{"rendered":"Support Tip: Keeping Your Database Clean"},"content":{"rendered":"

With the new year upon us, it’s time for a spring clean\u2013not just for your home but also for your Bullhorn database!<\/p>\n

After using any database for a long time, there are bound to be records that are duplicate, inaccurate, or that haven\u2019t been needed for some time. Here are some tips for separating these out from the data that you actually use. Remember, it’s about quality, not quantity! I have separated this into two aspects: how to clean up a database once it\u2019s a little messy and then setting some New Year’s resolutions to keep your Bullhorn database clean going forward.<\/p>\n

Tidying up Your Bullhorn Database<\/h2>\n

Search for records that are missing data and update or delete.<\/h3>\n

I\u2019d recommend making sure everyone has either a phone number or an email address associated with their record. Otherwise, how will you be able to contact them? You can find records that do not have a phone number on them by using the following Additional Search Criteria:<\/p>\n

Phone Number – Exclude – 0 1 2 3 4 5 6 7 8 9<\/span><\/i><\/p>\n

Note:<\/b> Each number should be entered separately and then selected.<\/span><\/p>\n\"deleting\n

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You can also use the Additional Search Criteria to search for all records that have no email address<\/a> by <\/span>searching the email field for the @ symbol<\/span><\/i>.<\/span><\/p>\n

 <\/p>\n\"\"\n

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Once you have located these records you can update them quickly using the <\/span>Inline Edit<\/b> function.<\/span><\/p>\n\"inline\n

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Alternatively, you can <\/a><\/span>Mass Delete <\/b>any records you will no longer need from the <\/span>Selected<\/span><\/i> dropdown.<\/span><\/p>\n\"mass\n

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Locate and Archive records in your Bullhorn database you don\u2019t need right now<\/h3>\n

You can utilise a clever search term or two to locate older records; perhaps begin with Last Note or Date Last Modified as additional criteria with a date of your choice.<\/p>\n\"last\n\"date\n

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You don\u2019t have to delete these older records to hide them from the list view. Did you know you can also Archive<\/strong> records to save them for later<\/a>? Think of it as tucking the records away into a filing cabinet, ready to retrieve if you need them. To do this, simply change the record\u2019s Status to <\/span>Archive <\/span><\/i>from the list view or the individual record<\/span>.<\/span><\/i><\/p>\n\"archive\n

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They will only be visible if you either filter the <\/span>Status<\/span><\/i> column on the list view for \u2018Archive\u2019 or search using this as Additional Search Criteria.<\/span><\/p>\n\"located\n

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Note:<\/b> To un-Archive a record, simply update the Status to anything else.<\/span><\/p>\n

Merging Duplicate Records<\/h3>\n

From time to time, you may encounter duplicate records added in error. Keeping all data to one record is important for email tracking and Note activity so I would recommend Merging any that you see<\/a>. You can do this easily:\u00a0<\/span><\/p>\n